Classificatio
Department:
HRMD - SITE NURSE / HR
Document ID:
EMPLOYEE RELATION- INCIDENT REPORT/
NOTICE TO EXPLAIN
Version
Resolution
001
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
HISTORY
EffectiveREVISION
Date: 2015
Rev. No.
1.0
Description of Change
Initial release
1|Page
Author
Date
Edson M. Yuson
Joseph Tan Jr.
7-14-15
Change Ref.
No.
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Department:
HRMD - SITE NURSE / HR
Document ID:
EMPLOYEE RELATION- INCIDENT REPORT/
NOTICE TO EXPLAIN
Classificatio
n
Resolution
001
Version
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
Effective Date:
2015
2|Page
APPROVALS
Department:
HRMD - SITE NURSE / HR
Classification
Document ID:
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
Version
Resolution
001
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
Effective Date:
2015
Prepared By:
HRMD - SITE NURSE / HR
Description of
Change:
APPROVERS
Designation / Title
Department
Name
Assistant Manager
HRMD
Erwin G. Agustin
Legal Council
LEGAL
Crispin Garcimo
Signature
Date Approved
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Department:
HRMD - SITE NURSE / HR
Document ID:
EMPLOYEE RELATION- INCIDENT REPORT/
NOTICE TO EXPLAIN
Classificatio
n
Version
Resolution
001
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
Effective Date:
2015
3|Page
Table of Contents
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
1.1 Policy.................................................................................................................................. 4
1.2 Scope
1.3 Roles and Responsibilities
1.4 Guidelines........................................................................................................................... 7
1.4.1
Incident Report/ Notice to Explain
1.5 Incident Report/ Notice to Explain Process Flow
7
6
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Department:
HRMD - SITE NURSE / HR
Document ID:
EMPLOYEE RELATION- INCIDENT REPORT/
NOTICE TO EXPLAIN
Classificatio
n
Resolution
001
Version
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
Effective Date:
2015
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1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
1.1 Policy
The Company always aims to preserve and enhance the good image or reputation
it has nurtured and enjoyed since its beginning. In this regard, all efforts must be
done in keeping with the policy. Specifically, the Company expects that;
All Admin Workers must observe and practice proper norms of conduct and
decorum both in and out of the site.
All Admin Workers shall regard each and everyone in the Company with
courtesy, honesty, fairness and cooperation.
Compliance with all Company policies and rules is the best proof that the Admin
Workers understand the extent of their responsibility towards themselves, their
fellow Admin Workers, and the Company in general.
Any violation of these policies and rules is subject to appropiate disciplinary action,
as set out in the Code of Conduct, observing due process.
1.2 Scope
All Admin Workers
1.3 Roles and
The roles and responsibilities of those involved in the recruitment and placement
Responsibilities are shown in the table:
Person / Group
Description
1. Investigate incident happen inside
the company premises.
2. Prepare Incident report
3. Prepare Notice to Explain base on
House Rules Manual
SITE NURSE/ HR
4. Submit Incident report and Notice
to Explain (NTE) to HRMD- Main
c/o Assistant Manager for signatory
5. Obtain duly signed Notice to
Explain (NTE) from HRMD- Main
c/o Assistant Manager.
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Department:
HRMD - SITE NURSE / HR
Document ID:
EMPLOYEE RELATION- INCIDENT REPORT/
NOTICE TO EXPLAIN
Classificatio
n
Resolution
001
Version
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
Effective Date:
2015
5|Page
Continued on the next page
1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation
1.3 Roles and
Responsibilities
Continuation
Person / Group
Description
6. Serve Notice to Explain (NTE) to
worker who commits house rules
violation.
7. Obtain receiving copy of Notice to
Explain (NTE)
8. Wait for workers explanation (5
days)
SITE NURSE/ HR
9. Collect and compile explanation
letter together with the receiving
copy of NTE.
10. Transmit Explanation letter to
HRMD- Main c/o Assistant Manager.
11. Obtain Notice of decision from
HRMD- Main c/o Assistant Manager.
ASSISTANT MANAGER
12. Serve Notice of Decision to Worker.
1. Receive incident report and Notice to
explain (NTE) from Site HR/ Nurse.
2. Evaluate incident report, sign the
Notice to explain (NTE).
3. Transmit duly signed Notice to
Explanation to Site HR/ Nurse.
4. Receive explanation letter and
signed Notice to explain (NTE) Receiving copy.
5. Evaluate workers explanation letter.
6. Seek approval from Legal
Department for Majot offense.
7. Transmit Notice of Decision to Site
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Department:
HRMD - SITE NURSE / HR
Document ID:
EMPLOYEE RELATION- INCIDENT REPORT/
NOTICE TO EXPLAIN
Classificatio
n
Resolution
001
Version
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
Effective Date:
2015
6|Page
HR/ Nurse.
Continued on the next page
1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation
1.3 Roles and
Responsibilities, Continuation
Person / Group
LEGAL COUNCELOR
ADMIN WORKER
Description
1. Assess and Evaluate Incident
report and Workers Explanation
Letter.
2. Initiate disciplinary action to be
sanction according to gravity and
frequency of such offenses or
infraction.Notice to Explain (NTE)
1. Receive
duly signed by HRMD- Main c/o
Assistant Manager.
2. Explain himself about the incident
happened.
3. Submit his explanation letter to Site
HR/ Nurse.
End of Section
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Department:
HRMD - SITE NURSE / HR
Document ID:
EMPLOYEE RELATION- INCIDENT REPORT/
NOTICE TO EXPLAIN
Classificatio
n
Resolution
001
Version
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
Effective Date:
2015
7|Page
1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation
1.4 Guidelines
1.4.2
Incident Report/ Notice to Explain Process
1.4.2.1 Investigate Incident happen inside the company premisses.
1.4.2.2 Prepare Incident report.
1.4.2.3 Prepare Notice to Explain base on House Rules Manual.
1.4.2.4 Submit Incident report and Notice to Explain (NTE) to HRMD- Main c/o Assistant
Manager for signatory
1.4.2.5 Receive incident report and Notice to explain (NTE) from Site HR/ Nurse.
1.4.2.6 Evaluate incident report, sign the Notice to explain (NTE).
1.4.2.7 Transmit duly signed Notice to Explanation to Site HR/ Nurse.
1.4.2.8 Obtain duly signed Notice to Explain (NTE) from HRMD- Main c/o Assistant
Manager.
1.4.2.9 Serve Notice to Explain (NTE) to worker who commits house rules violation.
1.4.2.10 Obtain receiving copy of Notice to Explain (NTE).
1.4.2.11 Wait for workers explanation (5 days).
1.4.2.12 Collect and compile explanation letter together with the receiving copy of NTE.
1.4.2.13 Transmit Explanation letter to HRMD- Main c/o Assistant Manager.
1.4.2.14 Receive explanation letter and signed Notice to explain (NTE) - Receiving copy.
1.4.2.15 Evaluate workers explanation letter.
Continued on the next page
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Department:
HRMD - SITE NURSE / HR
Document ID:
EMPLOYEE RELATION- INCIDENT REPORT/
NOTICE TO EXPLAIN
Classificatio
n
Resolution
001
Version
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
Effective Date:
2015
8|Page
1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation
1.4 Guidelines
1.4.1
Incident Report/ Notice to Explain Process, continuation
1.4.2.16 Seek approval from Legal Department for Major offense.
1.4.2.17 Assess and Evaluate Incident report and Workers Explanation Letter.
1.4.2.18 Initiate disciplinary action to be sanction according to gravity and frequency of
such offenses or infraction.
1.4.2.19 Transmit Notice of Decision to Site HR/ Nurse.
1.4.2.20 Obtain Notice of decision from HRMD- Main c/o Assistant Manager.
1.4.2.21 Serve Notice of Decision to Worker.
End of Section
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Department:
HRMD - SITE NURSE / HR
Document ID:
EMPLOYEE RELATION- INCIDENT REPORT/
NOTICE TO EXPLAIN
Classificatio
n
Resolution
001
Version
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
Effective Date:
2015
9|Page
1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation
1.5 Incident Report/ Notice to Explain Process Flow
INCIDENT
Site HR/ Nurse investigate the incident happen inside the company premises.
Prepare Incident Report and Notice
to Explain
Submit to HRMD - Main c/o Assistant
Manger
HRMD-Main Receive incident report/ NTE
from Site HR/ Nurse
HRMD-Main will evaluate incident report, sign NTE as approval
Transmit signed NTE to Site HR/ Nurse
Serve NTE to worker who commits house rules
violation (secure receiving copy)
Wait for Workers explanation letter
(Failure to explain within 5 working days, HRMDMain will render a decision based on record on hand
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Department:
HRMD - SITE NURSE / HR
Document ID:
EMPLOYEE RELATION- INCIDENT REPORT/
NOTICE TO EXPLAIN
Classificatio
n
Version
Resolution
001
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN
Effective Date:
2015
10 | P a g e
1.5 Incident Report/ Notice to Explain Process Flow, continuation
With Explanation
Letter
Without explanation
Letter (after 5 days)
Collect written explanation of Admin Workers
and attached to NTE receiving copy
Submit receiving copy of
NTE signed by the Admin
Worker to HRMD- Main
Submit to HRMD - Main c/o
Assistant Manager for evaluation
Received by the
Assistant Manager
Evaluate
Prepare Notice Of
Type of Offense
Decision
Major Offense
Minor Offense
HRMD-Main Prepare Notice of
Decision duly signed
Transmit to Site HR/ Nurse
for receiving/signing of
Admin Worker.
Endorse Notice Of
Decision (NOD) to
Site HR/ Nurse
HRMD-Main
Consult / seek advice of Legal Department.
Initiate disciplinary action based on the severity and
frequency of such offense by the Admin Workers.
Prepare and duly singed and approved Notice Of
Decision (NOD).
Serve to Admin
Worker.
Secure Receiving
copy of Notice Of
Decision (NOD) and
transmit to HRMDMain for Filing
Serve to Worker who
commits House Rules
violation
END
Secure duly signed Notice
Of Decision (NOD)
Site HR/ Nurse Transmit
signed Notice to HRMDMain c/o Assistant Manager
for record purposes
END
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